Welcome to Flutebyte Technologies
BOQ Management Software for Interior and Turnkey Projects
Create, revise, approve, lock and track BOQs in one system so your project costing, procurement, billing and profitability stay connected.
Most interior companies manage BOQs in Excel, WhatsApp and email. Flutebyte helps you move BOQ planning into a structured ERP workflow where every approved BOQ can connect with project budget, BOM, purchase, inventory and reports.
Custom-built for interior contractors, modular furniture companies, turnkey project teams and procurement-heavy businesses.
Flutebyte ERP - BOQ Control
BOQ Number
BOQ-2026-089
Revision
Rev. 03
Approval Status
Approved
Total Amount
₹ 42,50,000.00
Budget Impact
Within Budget
Item Description
Qty
Rate
Total
Every BOQ Change Controlled Before It Becomes a Cost Problem
A BOQ rarely remains unchanged after a project starts. Quantities change. Specifications change. Clients add work. Items get deleted. Material rates move. Site teams request extra quantities. Purchase teams order material. Vendors submit bills. Production consumes more material than planned.
Flutebyte keeps these changes connected to the BOQ so you always know what was originally approved, what changed, who approved it, what has been purchased, what has been executed and what the project is actually costing.
One BOQ Line Item. Complete Control.
Original Scope
Description, quantity, unit, specification, brand/make, drawings, attachments and client requirement.
Estimated Cost
Material, labour, hardware, finish, subcontracting, transport, wastage, overhead and other costing components.
Selling Rate
Approved client rate, margin and total BOQ value.
Current Approved Quantity
Original quantity plus or minus approved revisions and variations.
Procurement Status
Required quantity, available stock, ordered quantity, received quantity and balance requirement.
Execution Status
Planned quantity, completed quantity, pending quantity and work progress.
Actual Cost
Purchase, labour, vendor, site, production and other costs charged against the BOQ item.
Billing Status
Approved value, billed quantity/value and remaining billable value.
Freeze the Original BOQ
Once the BOQ is approved, it becomes the project's controlled baseline.
The original approved quantities, specifications, rates and values remain available throughout the project. Teams cannot silently overwrite the original BOQ when something changes.
So three months later, management can still answer:
“What exactly did we originally quote to the client?”
You always retain:
Original BOQ
Current approved BOQ
Previous revisions
Revised quantities
Revised rates
Deleted items
Added items
Changed specifications
Approval history
Change reasons
Supporting documents
Stop BOQ Revision Confusion
Every revision becomes a separate controlled version.
BOQ R0
Original estimate
BOQ R1
Client changes quantity
BOQ R2
Material specification changes
BOQ R3
Additional work approved
Version Comparison
The system can compare two revisions and show exactly what changed.
| BOQ Item | Previous | Revised | Difference |
|---|---|---|---|
| Wardrobe | 40 Nos | 44 Nos | +4 Nos |
| Wall Panelling | 850 Sq.ft | 780 Sq.ft | -70 Sq.ft |
| Veneer Finish | ₹480/Sq.ft | ₹510/Sq.ft | +₹30/Sq.ft |
| Console Unit | Not Included | 2 Nos | Added |
Handle Extra Work and Variations Properly
Extra work should never disappear inside WhatsApp messages, phone calls or modified Excel sheets. When additional work is requested, create a Variation / Extra Work Request directly against the project.
Variation Workflow
Change Requested
Cost Calculated
Internal Review
Client Approval
BOQ Revision
Budget Updated
Procurement & Execution
Recorded Details
BOQ item
Requested change
Previous quantity
Additional quantity
Previous spec
Revised spec
Existing rate
Proposed rate
Additional cost
Selling value
Margin impact
Reason for change
Requested by
Supporting documents
Approval status
Custom Reception Desk
Added per client site visit.
Pending Variation Approval
Until approval is received, the extra work remains clearly marked. You can immediately distinguish between contracted work and work that has not yet been commercially approved.
Buy Against the BOQ, Not Against Guesswork
Once an item is approved, its requirement can move into material planning and procurement.
Approved BOQ
BOM / Material Requirement
Existing Inventory Check
Actual Shortage
Indent / Purchase Request
RFQ
Vendor Comparison
Purchase Order
GRN
Vendor Bill
Before purchasing, the system can check:
Required (Plywood sheets)
120
Available in stock
- 25
Already ordered
- 30
Balance requirement
65
The purchase team works against the actual shortage instead of ordering the complete requirement again.
Prevent Over-Purchasing
Every purchase can be checked against the approved project requirement.
Approved requirement
500 handles
Already purchased
450 handles
New purchase request
+ 100 handles
Total purchasing
550 handles
Exceeds planned requirement by 50 handles
The system identifies the excess quantity. The request can then require additional approval instead of silently increasing project cost.
Compare Vendor Rates Before Cost Is Committed
You may estimate the BOQ using a baseline rate. Your procurement team then receives actual market quotations. The purchase team can compare these quotations directly against the baseline, allowing management to see the financial impact before committing to a purchase.
Estimated BOQ Rate
₹1,250 / unit
Vendor A
₹1,180
-₹70 (Save)
Vendor B
₹1,240
-₹10 (Save)
Vendor C
₹1,390
+₹140 (Loss)
Track cost movement before the project reaches final billing:
Estimated Cost
Selected Vendor
PO Cost
Actual Invoice
Separate Budget, Committed Cost and Actual Cost
Knowing the budget is not enough. For every project and BOQ item, management should be able to see the full financial breakdown in real-time.
Budgeted Cost
What you initially planned to spend according to the approved BOQ.
Committed Cost
Purchase orders and vendor work orders that have already been officially issued.
Actual Cost
Material, vendor, labour and other operational expenses actually booked.
Forecast Cost
Expected final project cost based on work already committed and the remaining requirement.
Management can see margin movement while the project is running instead of discovering the result after completion.
Example Financial Overview
Project BOQ Value:
₹1.20 Cr
Planned Cost
₹92 Lakh
Committed Cost
₹71 Lakh
Actual Cost
₹58 Lakh
Remaining Planned Cost:
₹21 Lakh
Forecast Final Cost:
₹94 Lakh
Expected Gross Margin:
₹26 Lakh
Track Material Actually Used
Material issued to a project does not always equal material consumed. Flutebyte records the complete lifecycle of materials sent to your site.
Planned Quantity
Issued Quantity
Consumed Quantity
Returned Quantity
Recorded Wastage
Site Balance
This makes abnormal consumption visible instead of burying it inside overall inventory numbers.
Material Consumption Report
Item: 18mm Commercial Plywood
Over-Issued
Planned
120
Issued
128
Consumed
119
Total Issued: 128 Sheets
Site Balance: 0 Sheets
Consumed (119)
Returned (5)
Wastage (4)
Control Site and Subcontractor Work
Convert BOQ items into work packages for site teams and subcontractors. You can track every detail and ensure billing matches reality.
Assigned contractor
Work order value
Planned quantity
Completed quantity
Certified quantity
Pending quantity
Rate
Previous billing
Current billing
Balance work
Retention (where applicable)
A contractor cannot easily bill 1,100 sq.ft of work when only 950 sq.ft has been recorded or certified without the mismatch becoming visible.
Subcontractor Billing Control
Contractor: Apex Interiors | Item: Gypsum False Ceiling
Total Planned Quantity
1,500 sq.ft
Site Certified Quantity
950 sq.ft
Attempted Bill Request
1,100 sq.ft
0
1500
Error: Billing request (1,100 sq.ft) exceeds certified site measurement (950 sq.ft). Bill blocked.
Hover card to simulate billing error
Connect Vendor Bills Back to Approved Scope
Processing vendor payments blindly leads to budget overruns. Flutebyte directly links every vendor bill back to the original project baseline.
Before approving a bill, accounts can check:
Was this item approved in the BOQ?
Was a PO or work order officially issued?
What quantity was actually ordered?
What quantity was received or completed?
What rate was approved for this item?
How much has already been billed?
Is this invoice within the remaining value?
The Control Chain
This creates a clear, unbroken audit trail.
BOQ
Baseline Approved Scope
Requirement
Material & Labor Demand
PO / Work Order
Committed Vendor Value
GRN / Work Completion
Verified Site Receipt
Vendor Invoice
Final Checked Liability
Control Client Billing Against Actual Project Scope
Client billing follows the approved commercial BOQ. Instead of referencing isolated spreadsheets, you generate bills directly against the tracked project status.
Approved variations automatically become part of the revised contract value instead of being maintained in a separate uncontrolled sheet.
Contract Quantity
Approved Revised Quantity
Executed / Certified Quantity
Previously Billed
Current Bill
Total Billed
Balance Billable
BOQ Line Item
Modular Workstations
ACTIVE
Base Contract
100 Nos
Approved Var.
+ 20 Nos
Revised Contract
120 Nos
Total Certified: 90 Nos
Limit: 120 Nos
Previously Billed
48 Nos
Current Bill
0 Nos 42 Nos
Balance Billable
72 Nos
Hover to process current bill
Detect Margin Leakage Before Project Completion
Every BOQ line can continuously compare its expected financial health against real-time operational data.
Compare Selling Value against:
Planned Cost
Committed Cost
Actual Cost
If costs rise beyond the planned level, management sees the impact on the expected margin. The problem becomes visible while action can still be taken.
BOQ Item
Premium Lounge Seating
Selling Rate
₹5,000
Hover to simulate cost overrun
BOQ Problems That Create Cost Leakage in Interior Projects
A BOQ may look simple in Excel, but once the project starts, small mistakes in BOQ control can affect purchase, site work, vendor billing and final project profit.
Multiple BOQ Versions
Different teams work from different files, and nobody is sure which BOQ is final.
No Clear Approval History
Management, client and project team approvals are often tracked through calls, emails or WhatsApp messages.
Purchase Based on Old BOQ
The purchase team may raise material requirements based on an outdated BOQ or old revision.
Cost Changes Are Not Tracked
Material rate changes, labour changes, hardware changes and finish changes are not properly recorded.
Budget Is Not Locked
If the approved BOQ is not connected to the project budget, budget vs actual tracking becomes weak.
Vendor Bills Become Difficult to Verify
Accounts may not know whether a vendor bill is linked to the approved BOQ, revised scope or extra work.
What Is BOQ Management Software?
BOQ management software helps your team create, import, revise, approve and lock the Bill of Quantities for every project. It gives one approved BOQ reference to the project, purchase, site, accounts and management teams.
In a custom Interior ERP, BOQ is not just a costing sheet. It becomes the base for project budget, BOM planning, procurement control, billing, vendor checks and profitability reports.
Example
If a wardrobe BOQ line item is approved, the ERP can later connect it with material requirement, hardware requirement, purchase planning, site execution, vendor billing and budget vs actual cost.
BOQ Created
BOQ Reviewed
BOQ Approved
BOQ Locked
Budget Created
BOM / Procurement / Billing Connected
Excel BOQ vs BOQ Management in Flutebyte ERP
Current Working Method
With Flutebyte BOQ Module
BOQ prepared in Excel
BOQ can be created or imported into ERP
Revisions shared through email or WhatsApp
Every BOQ revision is tracked
Final version is not clear
Approved BOQ can be locked
Purchase team checks manually
Procurement can follow approved BOQ and BOM
Budget is prepared separately
Project budget can be linked with BOQ
Rate changes are not recorded properly
Rate history and approval trail can be maintained
Vendor bills are checked manually
Bills can be reviewed against approved project scope
Owner gets update late
Management can view BOQ status and budget impact
How the BOQ Module Works
The BOQ workflow can be customized based on your company’s approval process. A typical workflow can follow this structure:
Step 1
Project or Tender Created
The BOQ can be created against a tender, enquiry, direct work or confirmed project.
Step 2
BOQ Imported or Created
Your team can create BOQ line items inside the ERP or import an approved Excel format.
Step 3
Section-Wise BOQ Planning
BOQ can be divided by room, area, floor, work package, category or project stage.
Step 4
Rate and Cost Calculation
Material, labour, hardware, finish, transport, site condition, risk and margin can be considered while calculating rates.
Step 5
Internal Review
Project head, estimator or management can review the BOQ before sending it to the client.
Step 6
Revision Handling
If any change is needed, a new BOQ revision can be created without deleting the old version.
Step 7
Approval and Locking
Once approved, the final BOQ can be locked so purchase, budget and billing teams work from the same reference.
Step 8
Connected Project Planning
The approved BOQ can connect with project budget, BOM, procurement, inventory, billing and profitability reports.
Key Features of BOQ Management Software
BOQ Import
Import BOQ from Excel or use a custom entry format based on your existing process.
Section-Wise BOQ
Manage BOQ by room, floor, project area, category, package or work type.
BOQ Line Item Library
Maintain standard BOQ items for repeated work such as wardrobe, kitchen, partition, ceiling, painting, electrical and furniture.
Smart Rate Structure
Calculate rates based on material, labour, hardware, finish, site condition, overhead and margin.
BOQ Revision Control
Create new BOQ revisions without losing old records.
Approval Workflow
Send BOQ for internal approval before client submission or project budget lock.
BOQ Locking
Lock approved BOQ so teams cannot work on outdated or unapproved versions.
Project Budget Creation
Use the approved BOQ as the base for project budget planning.
BOQ to BOM Connection
Connect approved BOQ with BOM planning, material requirement and procurement.
Budget vs Actual Tracking
Compare approved BOQ value with actual purchase, labour, site expense and vendor bills.
Document Attachment
Attach drawings, client approvals, revised sheets, work orders and supporting files.
Audit Trail
Track who created, changed, approved, revised or locked the BOQ.
Smart BOQ Pricing for Better Cost Control
In many interior businesses, estimators calculate BOQ rates manually. This creates dependency on individuals and increases pricing mistakes. Flutebyte builds a smart pricing workflow where the system calculates BOQ rates using approved business factors.
Material +
Labour +
Hardware +
Finish +
Transport +
Site Setup
=
Direct Cost
Direct Cost +
Risk +
Overhead
=
Landed Cost
Landed Cost +
Margin
=
Selling Rate
Calculated Pricing Factors
Material rate
Material wastage
Labour rate
Labour complexity
Hardware cost
Finish cost
Transport
Site setup
Site condition factor
Timeline factor
Risk buffer
Overhead
Margin
Aggressive Tender Mode
Use this when you want to quote competitively. You control your margin and apply approved alternate specifications to win the bid.
Balanced Margin Mode
Use this for regular projects. You apply standard material specifications, standard labour costs, and normal profit margins.
Premium Quality Mode
Use this for premium projects. You set better specifications, require higher quality materials, and charge higher margins.
BOQ Connected with Your Complete Interior ERP
A BOQ module gives better results when it is connected with other ERP modules. This avoids duplicate work and gives management better control.
BOQ Module
Project
BOM
Procurement
Inventory
Vendor
Site
Billing
Reports
Project Management
Approved BOQ becomes the base reference for the project.
BOM Management
BOQ line items can be connected with material requirement planning.
Procurement
Purchase planning can start from approved requirement, not guesswork.
Inventory
Stock availability and shortage can be checked against project requirement.
Vendor Management
Vendor cost and work orders can be compared with approved BOQ scope.
Site Execution
Site work can be tracked against approved BOQ sections and work packages.
Billing
Client billing can be linked with approved BOQ items and project milestones.
Reports
Management can view BOQ status, budget, actual cost and project profitability.
Sample BOQ Screens That Can Be Developed
Final screens can be customized based on your company’s BOQ format, approval flow and reporting needs.
Screen 1
BOQ List View
Shows all BOQs with project name, client name, revision number, amount, status and approval stage.
Screen 2
BOQ Creation Form
Allows team to add BOQ line items, quantity, unit, rate, category, remarks and attachments.
Screen 3
BOQ Import Screen
Allows upload of approved Excel BOQ format and maps columns into ERP fields.
Screen 4
BOQ Revision History
Shows all old and current versions with date, changed by, amount difference and remarks.
Screen 5
BOQ Approval Screen
Allows management or project head to approve, reject or request revision.
Screen 6
BOQ Lock Screen
Shows final approved BOQ with lock status so other teams use only the approved version.
Screen 7
Budget vs Actual Report
Compares approved BOQ value with actual purchase, labour, site expense and vendor bills.
Factor-Based BOQ Line Item Costing Workflow
Review the complete pricing methodology used by our system. It calculates material, labour, hardware, and finish costs, applies specific risk buffers, and establishes the final selling rate based on your selected margin mode.
Document View: Factor-based pricing.pdf
Download / View Fullscreen
1. Base Component Costing
The system separates a line item into raw material, labour, hardware, and finish costs. Each component uses a specific formula considering wastage, brand factors, and design complexity.
2. Direct Cost Calculation
Base component costs are merged with transport and site setup fees to generate the accurate Direct Cost of the line item before overheads apply.
3. Risk & Overhead Addition
A specific Site and Risk Formula calculates the risk buffer, which is added alongside standard company overheads to form the final Landed Cost.
4. Selling Rate & Margin
You calculate the final selling rate by applying the margin percentage to the Landed Cost, ensuring your business stays profitable on every unit.
5. Pricing Modes
Select between Aggressive Tender Mode, Balanced Margin Mode, or Premium Quality Mode to adjust material specs and margin rules automatically.
6. Approval & Tender Generation
Management reviews the pricing logic. Once approved, the final BOQ rate locks, and the system generates the official tender quote for the client.
BOQ Reports for Management Control
The BOQ module can generate useful reports for project heads, accounts, purchase teams and management.
BOQ Status Report
Shows draft, under review, approved, rejected and locked BOQs.
BOQ Revision Report
Shows all BOQ changes with old value, new value, changed by and reason.
Approved BOQ Report
Shows final approved BOQ value for each project.
BOQ vs BOM Report
Compares approved BOQ items with material planning.
BOQ vs Purchase Report
Shows whether purchase is happening as per approved project requirement.
Budget vs Actual Report
Shows approved BOQ budget compared with actual cost.
Project Profitability Report
Shows whether the project is moving within planned margin.
Pending Approval Report
Shows BOQs waiting for management or client approval.
Role-Based Access for BOQ Control
Not every user should have the same access. Flutebyte can create role-based permissions so each team sees and updates only what they are responsible for.
User Role
Access
Admin
Full access to BOQ settings, users and permissions
Management
Approval, reports, budget visibility and profitability
Estimation Team
BOQ creation, rate calculation and revision
Project Head
BOQ review, project budget and approval flow
Purchase Team
View approved BOQ and linked purchase requirement
Site Team
View approved BOQ scope and work status
Accounts Team
View approved BOQ, billing and cost reports
Client Access
Optional approval or view-only access if required
How BOQ Management Software Helps Your Business
Better Cost Control
Approved BOQ becomes the base for budget, purchase and billing.
Fewer Purchase Mistakes
Purchase team can work from approved requirement instead of old Excel files.
Clear Approval History
Every BOQ approval, rejection and revision is recorded.
Better Project Profitability
Management can compare planned BOQ value with actual cost.
Less Excel Dependency
Teams can reduce manual Excel tracking and repeated file sharing.
Stronger Client and Internal Control
Final BOQ versions, documents and approvals stay in one place.
Easier Team Coordination
Estimation, project, purchase, site and accounts teams work from one approved reference.
Built for Interior and Project-Based Businesses
This BOQ module can be customized for companies where costing, material planning and project execution need proper control.
Example: BOQ Control for a Wardrobe Project
A client approves a wardrobe BOQ with fixed specifications. The approved BOQ includes plywood, laminate, hardware, finish, labour and installation cost.
Without ERP
Purchase may work from an old BOQ, accounts may check bills manually, and management may only know the final cost after the project is almost complete.
With Flutebyte BOQ Management Software
- BOQ is created against the project
- Wardrobe line item is added with quantity and rate
- Material, labour, hardware and finish cost are calculated
- BOQ is reviewed and approved
- Final BOQ is locked
- BOM and purchase requirement are created
- Purchase follows approved scope
- Actual cost is compared with approved BOQ
- Profitability is visible to management
Want to Manage BOQ, Budget and Procurement in One System?
Flutebyte can study your current BOQ format, approval process and project workflow, then build a custom BOQ module that fits your business process.
Book a Workflow Discussion
You can start with the BOQ module and later connect it with BOM, procurement, inventory, billing, site execution and reports.
Frequently Asked Questions
What is BOQ management software?
BOQ management software helps businesses create, import, revise, approve, lock and track Bill of Quantities in a structured digital system. It reduces Excel dependency and gives teams one approved BOQ reference for project planning, procurement, billing and reporting.
Can we import BOQ from Excel?
Yes. Flutebyte can build Excel import based on your approved BOQ format. The imported BOQ can be mapped into project, section, line item, quantity, unit, rate, amount and remarks fields.
Can BOQ revisions be tracked?
Yes. BOQ revision tracking can be added so every change is recorded with revision number, date, changed value, changed by and reason. Old versions can remain available for reference.
Can BOQ be locked after approval?
Yes. Once the BOQ is approved by management or client, it can be locked. This helps ensure that project, purchase, billing and accounts teams work from the approved BOQ version.
Can BOQ connect with BOM?
Yes. The approved BOQ can be connected with BOM planning so material requirements can be prepared properly for purchase, inventory check and project execution.
Can BOQ connect with procurement?
Yes. BOQ can connect with BOM, inventory shortage, purchase request, RFQ, vendor quote comparison and purchase order flow based on your ERP scope.
Can management approve BOQ before it is sent to the client?
Yes. Internal approval workflow can be added before client submission. Management can approve, reject or request revision.
Can we track budget vs actual from BOQ?
Yes. The approved BOQ can become the base budget. Actual purchase cost, labour cost, site expense and vendor bills can be compared against it.
Can BOQ format be customized?
Yes. Flutebyte builds custom ERP modules, so the BOQ structure, fields, approval steps, reports and user permissions can be customized based on your business process.
Is this BOQ module part of a full Interior ERP?
Yes. The BOQ module can work as part of a complete Interior ERP with project management, BOM, procurement, inventory, site execution, production, billing, reports and dashboard.
Management Gets One Answer to Every BOQ Question
At any point in the project, you can log into the system and find exact, real-time answers to critical operational and financial questions.
Scope & Approvals
What did you originally quote?
View the locked Revision 0 (R0) baseline BOQ to see the original quantities, rates, and specifications presented to the client before any execution began.
What is currently approved?
Access the active BOQ revision. This reflects the original scope plus all client-approved variations, giving you the true current contract value.
What changed after approval?
Use the version comparison tool to spot exact differences. It highlights modified quantities, adjusted rates, and newly added items side-by-side.
Who approved the change?
Check the digital audit trail. Every change logs a timestamp, the reason for the update, and the specific user who authorized the revision.
What extras are still unapproved?
Filter the dashboard for "Pending Variation Approval" to track extra work claims that are waiting for official client sign-off.
Procurement & Inventory
What should you purchase?
Look at the calculated "Balance Requirement". The system subtracts your existing site inventory and active POs from the BOQ demand to show the actual shortage.
What have you already purchased?
Track all issued Purchase Orders (POs). Every PO links directly back to its specific BOQ line item for complete traceability.
What material is available?
Check the real-time site inventory. The system updates stock levels automatically as Goods Receipt Notes (GRN) are processed at the site.
What has been consumed?
Review daily consumption logs. You can track exact material issues, returns, and recorded wastage against your planned allocations.
Execution & Billing
What work is completed?
Monitor the "Certified Quantity" metric. Site engineers and project managers update this number as physical execution finishes.
What have vendors billed?
See the total invoice values submitted by subcontractors and suppliers, fully mapped to their respective work orders and POs.
What have you billed the client?
Check "Total Billed" against the approved contract value. This tracks the cumulative progress of all RA bills generated for the project.
What is still pending?
View "Balance Billable" to see remaining invoice potential, and check the pending execution quantities to plan the remaining site work.
Cost & Profitability
How much money is already committed?
Review the "Committed Cost". This figure tallies the financial liability of all officially issued POs and vendor work orders.
What is the actual project cost?
Check the "Actual Cost" dashboard. It aggregates all booked material, labor, vendor invoices, and overhead expenses into one solid number.
What will the project probably cost at completion?
Look at the "Forecast Cost". The system calculates this by combining what you have already spent, your committed orders, and the cost of your remaining requirements.
Are you still making the margin you originally planned?
Compare the live "Expected Gross Margin" against your baseline estimate. This detects margin leakage instantly before the project finishes.